Reports to the Director of Finance and Facilities; Performs a variety of accounting, budget and reporting functions related to the Hamilton Public Library

Maintains, examines, analyzes, reconciles and assists with reports on current, capital, reserve and balance sheet accounts by undertaking the following activities

• inputting and retrieving financial data in a computerized accounting system including preparing journals, inputting data, balancing, initiating and processing computerized general ledger transactions
• reviewing capital contract tender related purchase requisitions and vendor invoices to ensure appropriate expenditures and approvals
• maintaining and co-ordinating contract payments
• assisting in the preparation and co-ordination of monthly expenditure/revenue budget exception variance analysis and reports
• assisting in the year-end process by monitoring and analyzing accounts and by assisting in year-end budget variance reporting
• preparing accrual, prepaid and revenue journals for year end
• supporting client groups in their preparation, development, monitoring and forecasting of current and capital budgets by gathering revenue, expense and other budget related data
• processing credit card/direct payment transactions for the Library including receiving and processing cash and cheque deposits
• acting as the departmental P-Card Coordinator, which requires maintenance of forms for the City, generating monthly statements using the US Bank website, allocating expenditures and providing information for review to the Library Administration Team
• reviewing and processing invoices
• monitors accounts for errors, prepares and enters correcting journal entries
• Assists the Director with the monitoring of operating and capital budgets; receives inquiries from staff on status of budget for various accounts, reviews transactions and reports on status and availability of funds
• Provides support to the Director of Finance and Facilities as required
• Prepares grant/subsidy claims and reconciliation reports
• Reviews and understands Federal, Provincial, Municipal funding agreements and guidelines and outside agency contracts; completes required government and agency reports and claims
• Develops and edits computerized budget spreadsheet and other financial and statistical reports for client groups, other agencies and government using data from a variety of database applications
• Liaises with City Finance, various City departments/divisions, outside agencies or organizations and the public
• Maintains balances and reimburses petty cash as required; picks up cash at the bank
• Obtains prices and quotes for supplies and services, and receives purchase requests
• Processes cheque requisitions, purchase orders, travel expenses and mileage expenses and ensures appropriate authorization and account distribution
• Reviews and enters purchase requisitions into a computerized financial system
• Receives and answers inquiries from Library and City staff, suppliers and public and government agencies; performs customer service functions; explains policies and procedures; refers complaints
• Contacts and resolves discrepancies with suppliers
• Maintains filing system relating to: correspondence, contracts, purchase orders and invoices
• Maintains a record of service contracts; monitors renewals
• Receives insurance and accident claims and forwards to City
• Uses fund raising software to generate donation receipts and reports; maintains record of donations
• Sorts and distributes incoming mail; arranges courier operation
• Composes correspondence for internal and external audiences; types and word processes memos, letters
• Provides input to policy development and policy reviews; maintains and updates procedures related to job duties
• Assists in staff orientation; provides training and instruction to new Financial Services staff, branch cash custodians and others as required
• Attends training sessions and staff meetings
• Performs preventive maintenance on equipment
• Participates in special projects as required
• Performs other duties as assigned, which are directly related to the major responsibilities of the job

Educational Requirements:

Demonstrated knowledge of accounting, budget and related financial reporting requirements typically acquired by the completion of a business and/or accounting Community College diploma or equivalent specialized related business/accounting courses up to two academic years and/or a combination of equivalent education and related work experience

Experience:

Minimum of two (2) years progressive accounting experience, sufficient to acquire competency in analysis and understanding of financial statements and reports

Detailed and advanced knowledge of and experience with Excel, sufficient to develop and analyze complex financial reports using Excel functionality such as formulas and linking is an essential requirement

Demonstrated knowledge and experience with PeopleSoft is an asset

Experience in a computerized environment and working knowledge and experience with Windows and Microsoft Office applications including Word, and Excel

Skills / Competencies:

Demonstrates skill in communicating, presenting information, writing and active listening [COMMUNICATION]

Displays a strong commitment to service excellence, understands service objectives, recognizes diverse customer and work group needs and provides excellent customer service [CUSTOMER SERVICE FOCUS]

Analyzes and evaluates situations and issues, recognizes problems, anticipates consequences and develops and presents appropriate courses of action. [JUDGEMENT]

Displays a commitment to continuous learning in order to remain current with the library’s policies and procedures, relevant legislation, trends, best practices, new technologies and related general and job-specific knowledge [KNOWLEDGE]

Demonstrates proficiency in the application of business mathematics and in the effective use of Excel and Peoplesoft functions [KNOWLEDGE / JOB-SPECIFIC COMPETENCY]

Effectively relates and engages others in the achievement of objectives and advocates for the role and mission of the library within the community and demonstrates team leadership, credibility, flexibility and good humour in a working environment characterized by change [LEADERSHIP]

Prioritizes activities and works effectively independently, as part of a team and leading others; sets and achieves or surpasses goals [RESULTS ORIENTATION]

Is detail oriented, demonstrates analytical, organizational and time management skills and accurate data entry at an acceptable speed [RESULTS ORIENTATION / JOB-SPECIFIC COMPETENCY]

Physical Requirements:

Physical ability and stamina to operate relevant equipment, to retrieve materials and to perform tasks involving the lifting and movement of library materials and equipment

Legislative Requirements:

Works in accordance with all applicable Ontario Public Library, Privacy, Occupational Health and Safety, Employment Standards, Human Rights, Labour Relations and Pay Equity legislation and all other relevant legislation

Organizational Requirements:

Adheres to policy and procedures identified in the Hamilton Public Library Manuals

Please be aware the selection process may involve any of interviews, test, and presentations or any combination thereof.

Vaccine Verification – As a condition of employment you are required to provide proof that you are fully vaccinated or provide proof of valid exemption satisfactory to the employer prior to your start date. You must acknowledge and agree to comply with any future vaccine policy requirements as an ongoing condition of employment at the City of Hamilton.

The Hamilton Public Library is an equal opportunity employer that is committed to inclusive, barrier-free recruitment and selection processes. If contacted for an employment opportunity, please advise Human Resources if you require accommodation.

This Competition may include an interview and/assessment as part of the selection process.

Job Descriptions are available on My HR Info - You may access them by logging onto My HR Info – Main Menu – Self Service – Job Opportunities – City Job Descriptions . Job descriptions are available in PDF format and are organized by department and alphabetically by title.